SWFL Signatures LLC
Effective Date: May 15, 2026
SWFL Signatures LLC (“we,” “our,” or “us”) is committed to protecting your privacy and handling your sensitive information with the utmost discretion and security. This Privacy Policy explains how we collect, use, store, and safeguard your personal and biometric information when you visit our website or utilize our mobile notary, Remote Online Notarization (RON), and Live Scan fingerprinting services.
1. Information We Collect
To perform legally binding notarial acts, execute Live Scan background check transmissions, and manage administrative operations, we collect the following categories of information:
- Personal Identifiers: Full legal name, email address, telephone number, physical street address, and mailing address.
- Identification Credentials: High-resolution physical scans or photos of government-issued identification cards, driver's licenses, passports, or military IDs required for statutory identity verification.
- Biometric Information: Encrypted digital fingerprint scans captured in person via state-approved Live Scan hardware devices.
- Identity Verification Data: Knowledge-Based Authentication (KBA) results, credential analysis verification logs, and Transaction Control Numbers (TCN) generated upon background check submission.
- Audio-Video Session Recordings: Complete, uninterrupted audio and video recordings of all Remote Online Notarization (RON) sessions.
- Payment Information: Billing details and payment card information (processed securely through third-party PCI-compliant payment gateways; we do not store full credit card numbers or security codes).
2. How We Use Your Information
We utilize your personal and biometric data strictly to perform requested professional services, including:
- Facilitating mobile notary, remote online notarization, and Live Scan fingerprinting appointments.
- Verifying client identity in strict compliance with Florida Statutes Chapter 117 and federal screening guidelines.
- Maintaining mandatory state electronic notary journals and secure audio-video recording archives.
- Encrypting and transmitting fingerprint background check records directly to state and federal repositories (FDLE and FBI).
- Processing service invoices, appointment confirmations, and travel dispatch updates.
3. Data Retention and Deletion
A. Electronic Notary Records (Florida Statutory Mandate)
In compliance with Florida Statute § 117.245, we are legally required to securely retain electronic notary journals and complete audio-video recordings of all Remote Online Notarization sessions for a minimum of ten (10) years from the date of the notarial act. This data cannot be altered or deleted upon request prior to the expiration of this statutory period.
(Note: Recordings associated with the execution of electronic wills are subject to special permanent storage requirements managed by a state-qualified custodian pursuant to Florida Statutes Chapter 732).
B. Fingerprint Biometric Data
SWFL Signatures LLC does not permanently store or retain your raw digital fingerprint biometric images. Fingerprints captured via Live Scan are immediately encrypted and transmitted directly to the Florida Department of Law Enforcement (FDLE) database system. Upon successful transmission verification, raw biometric images are automatically wiped from our local hardware devices.
4. Information Sharing and Disclosure
SWFL Signatures LLC does not sell, rent, lease, or trade your personal or biometric information to third parties or marketing agencies under any circumstances. We only disclose information to third parties when necessary to complete your requested service, specifically:
- Approved RON Technology Platforms: Licensed third-party platforms utilized to host secure online notarization sessions.
- State & Federal Background Check Repositories: The Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) for background screening processing.
- Payment Processors: Secure, PCI-DSS compliant payment processing platforms.
- Legal Compliance & Law Enforcement: Government agencies, regulatory authorities, or law enforcement officers strictly when compelled by valid court order, subpoena, or statutory obligation.
5. Information Security
We implement industry-standard technical, physical, and administrative security measures to safeguard your personal data against unauthorized access, loss, alteration, or disclosure. Communications during RON sessions and Live Scan data transmissions are encrypted using end-to-end SSL/TLS protocols. While we employ rigorous security standards, no method of electronic transmission or storage can be guaranteed 100% secure.
6. Contact Information
If you have questions, concerns, or inquiries regarding this Privacy Policy or our data handling practices, please contact us at:
SWFL Signatures LLC
Fort Myers, FL